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Ministerial NEtwoRk for Valorising Activities in digitisation
THE MANAGEMENT OF
DIGITISATION PROJECTS
IN THE CULTURAL HERITAGE SECTOR
Antonella Fresa
Warsaw, 30 January 2006
Scope of the presentation
To present:
• the MINERVA initiative
• the Dynamic Action Plan
• some of the MINERVA products which can
help in the management of digitisation
projects
Antonella Fresa
Warsaw, 30 January 2006
The MINERVA initiative
Working groups, conferences, workshops,
publications, websites, newletter,
international activities, services deployment,
networking with other European initiatives,
the political and strategic level.
Antonella Fresa
Warsaw, 30 January 2006
Conferences and workshops
From February 2004 to January 2006:
• 36 events organised by MINERVA and
MINERVAplus in AU, DE, EE, FR, GR, HU, IE, IL,
IT, LU, MT, NL, PL, PT, RU, SI, SW, UK
• MINERVAplus participated to 54 events held
by other organisations in the above
mentioned countries PLUS BG, CA, CZ, DK,
FYROM, HR, SP, SR, US.
Different levels: local, national, international.
Antonella Fresa
Warsaw, 30 January 2006
Publications 2004
Some of them are available
in more than 10 languages!
Technical
for Digital Cultural Content Creation
Programmes
http://www.minervaeurope.org/publications/technicalguidelin
es.htm (available in EN, FR, DE¸ soon also in IT)
Good practices handbook
http://www.minervaeurope.org/publications/goodhand.htm
(available in CZ, DE, EE, EL, EN, FR, HU, IT, LV, PT, SI, SK)
MINERVA: Digitising content together: Ministerial NEtwork for
Valorising Activities in Digitisation: Activities 2003 - 2004
(information
brochure
about
the
project)
http://www.minervaeurope.org/publications.htm (available in
EN, IT)
Antonella Fresa
Guidelines
Warsaw, 30 January 2006
Publications 2005
Dynamic Action Plan for the EU co-ordination of digitisation of cultural and
scientific content
http://www.minervaeurope.org/publications/dap.htm (available in EN, FR, DE,
IT)
Guide to Intellectual Property Rights and Other Legal Issues (draft version)
http://www.minervaeurope.org/publications/guideipr.htm (available in EN)
Quality Principles for cultural Web sites: a handbook
http://www.minervaeurope.org/publications/qualitycommentary_en.htm
(available in CZ, DE, EE, EL, EN, FR, HU, LV, SI)
Coordinating digitisation in Europe. Progress report of the National Representatives
Group: coordination mechanisms for digitisation policies and programmes
2004
http://www.minervaeurope.org/publications/globalreport/globalrep2004.htm
(available in EN)
Manuale per la qualità dei siti Web pubblici culturali (2nd edition)
http://www.minervaeurope.org/publications/qualitycriteria-i.htm (available in
IT)
Antonella Fresa
Warsaw, 30 January 2006
Postcards
16 titles
(printed or planned to
be).
Goal: to give the widest
diffusion to the
MINERVA and
MINERVAplus
products.
About 30,000 pieces.
Antonella Fresa
Under preparation:
•
•
•
•
•
•
DAP
Minerva Galaxy
IPR Guide
Report on Multilingualism
Cost Reduction
Study Map of the European
organisational structure of the
cultural sector
• The Assessment report
Warsaw, 30 January 2006
Next titles
•
•
•
•
•
•
•
•
•
Report on multilingualism
4th Progress Report of the NRG
Cost reduction report
IPR guide
Assessment Report on the Coordination of Digitisation
in Europe
Map of the European organisational structure of the
cultural sector
French and German translation of the 10 quality
principles handbook
Italian translation of the DAP
Second Italian edition of the Handbook for quality in
cultural web sites
Antonella Fresa
Warsaw, 30 January 2006
Newsletter
Since February 2004:
4 English and Italian editions of the
newsletter were distributed to almost
3,000 subscribers.
Antonella Fresa
Warsaw, 30 January 2006
MINERVA and MINERVAplus web sites
BELGIUM
ESTONIA
MALTA
POLAND
Antonella Fresa
HUNGARY
PORTUGAL
ISRAEL
RUSSIA
Warsaw, 30 January 2006
New initiatives based on
the MINERVA results
•MICHAEL and MICHAEL Plus
•MEDCULT
•MINERVA eC
Antonella Fresa
Warsaw, 30 January 2006
MICHAEL
MINERVA spin off based on:
• the data model elaborated by the MINERVA
WP3
• The technical guidelines elaborated by the
MINERVA WP4
• The survey on the multilingualism in Europe
elaborated by the MINERVAplus WP4
• The French platform Catalogue des fonds
numérisés
• The MINERVA prototype of portal for the
digitised collection of Italy and France
(produced by the WP3)
Antonella Fresa
Warsaw, 30 January 2006
MICHAEL - www.michael-culture.org
MICHAEL (Multilingual Inventory of Cultural
Heritage in Europe) is a project presented by
the MiBAC in the framework of the eTEN
programme.
MICHAEL will establish an international online
service, to search, browse and examine
multiple national cultural portals (starting with
France, Italy, and UK) from a single point of
access and using open source softwares.
Antonella Fresa
Warsaw, 30 January 2006
MICHAEL Plus
The enlargement of MICHAEL, elaborated by
MiBAC in cooperation with France and UK.
The following countries joined the MICHAEL
system (based on the MINERVA results):
Czech Republic, Finland, Germany, Greece,
Hungary, Malta, The Netherlands, Poland,
Portugal, Spain, Sweden
Status: approved, under negotiation.
Antonella Fresa
Warsaw, 30 January 2006
MEDCULT
May 2005:
MEDCULT project approved by UNESCO for funding, to
spread MINERVA products through Mediterranean
Arab countries, in cooperation with the STRABON
network
December 2005:
MEDCULT kick-off in Rome
Workshops:
April 2006, Alexandria (Egypt)
May 2006, Rabat (Morocco)
August 2006, Amman (Jordan)
http://www.minervaeurope.org/MEDCULT/home.html
Antonella Fresa
Warsaw, 30 January 2006
The MINERVAeC proposal
MInisterial NEtwoRk for Valorising Activities in digitisation eContentPlus Supporting the European Digital Library
Submitted under eContent+ Programme
MAIN OBJECTIVES:
 Capitalising the results of MINERVA and MINERVA Plus;
 Implementing recommendations undertaken by the
NRG;
 Large involvement of the cultural institutions and
stakeholders
 Standard Agreements and Interoperability Frameworks;
 Coordination of content enrichment projects;
Antonella Fresa
Warsaw, 30 January 2006
Integration of national and European
actions
eContentplus
Antonella Fresa
National programme
National programme
National programme
National programme
National programme
MinervaEC
The ambition of
MinervaEC is to
provide the glue to
make the
architecture more
stable
Warsaw, 30 January 2006
How
WP
Activity
1
Project management and coordination
2
Assessment and evaluation
3
Awareness, dissemination and partnership with
stakeholders
4
Development of the European Observatory
5
Quality, Accessibility and Usability
6
Good practices for content enrichment
Antonella Fresa
Warsaw, 30 January 2006
20 partner countries:
Austria
Belgium
Czech Republic
Estonia
Finland
France
Germany
Greece
Hungary
Ireland
Who
Italy
Luxembourg
Malta
Poland
Portugal
Slovakia
Slovenia
Spain
Sweden
United Kingdom
with more than 150 cultural institutions
Antonella Fresa
Warsaw, 30 January 2006
Networking with European projects
PrestoSpace:
contribution
to
the
MINERVA
deliverable 6.4
EVA
Conferences:
stable
dissemination of the MINERVA results
occasion
of
Bricks:
Bricks will create a module for museum
managers based on the Museo&Web product of
MINERVA
TEL: coordination of the European national library
services
DELOS: Network of Excellence in support of the
European Digital Library
Antonella Fresa
Warsaw, 30 January 2006
Map of the cultural institutions
across Europe
The Austrian Presidency and the Italian
Ministry, with the contribution of
NRG/MINERVA, are working together
for the creation of a map of the cultural
institutions across Europe.
This study will be a road map of the
future of the digitisation of the cultural
heritage and will be integrated with the
Marketing Plan of MINERVA.
Antonella Fresa
Warsaw, 30 January 2006
The Minerva Galaxy
R&D Constellation:
Minerva, MinervaPLUS,
Bricks, Calimera,
Digicult, EVA,
Prestospace, The European Library, Delos
Learning Constellation:
Eurydice,
university networks
Implementation
Constellation:
Michael, MichaelPLUS
European Digital Library
Constellation:
Antonella
FresaConstellation: MedCult, Strabon, Unesco
Cooperation
Thematic network, content enrichment,
targeted projects
Warsaw, 30 January 2006
The Dynamic Action Plan
Launched on 15th November 2005 in Bristol by the UK
Minister for Culture, David Lammy.
Available in DE, FR, IT, UK.
It renews the Lund Action Plan.
Main goals:
(1)Providing strategic leadership in a dynamic and changing environment.
(2)Strengthening co-ordination and forging stronger links between Member
States’digitisation initiatives, EU networks and projects.
(3)Continuing efforts in overcoming fragmentation and duplication of
digitisation activities.
(4)Assessing and identifying appropriate models, funding and policy
approaches to sustain development and long-term preservation
strategies.
(5)Promoting cultural and linguistic diversity through digital content
creation.
(6)Improving online access to European cultural content.
Antonella Fresa
Warsaw, 30 January 2006
The Dynamic Action Plan
• re-affirms Lund Principles
• sustainable and accessible digital
cultural heritage
• support e-inclusion, cultural diversity,
education and training
• promote resources of variety and
richness and stimulate content industries
• synergy between cultural and
technology programmes
Antonella Fresa
Warsaw, 30 January 2006
The Dynamic Action Plan
Action areas:
A. Users and content
B. Technologies for digitisation
C. Sustainability of content
D. Digital preservation
E. Monitoring progress
Antonella Fresa
Warsaw, 30 January 2006
From the MINERVA products bouquet
3 titles are presented here:
1. Technical Guidelines for Digital Cultural
Content Creation Programmes
2. Quality Principles for Cultural Websites
3. Good practices Handbook
sharing the same life-cycle segmentation
Antonella Fresa
Warsaw, 30 January 2006
The Technical Guidelines for Digital
Cultural Content Creation
Programmes
Aims:
• To contribute to ensure consistency of
approach to the creation, management and
delivery of digital resources through the
effective use of standards;
• To identify those areas in which there is
commonality of approach a to provide a core
around which content-specific requirements
might be built.
Antonella Fresa
Warsaw, 30 January 2006
Standards: definition of the
reference scenario
de jure – formally recognised by a body
responsible for setting and disseminating
standards (e.g. TCP / IP maintained by the
Internet Engineering Task Force)
de facto – not formally recognised by a
standards body but widely used (e.g. Adobe
PDF file format)
Antonella Fresa
Warsaw, 30 January 2006
Open-ness of Standards
Open access – to the standard itself and to
documents produced during its development
Open use – implementing the standard does
not incur any cost or IPR
Ongoing support – driven by requirements of
the user and not by the interest of the
standard provider
Preference is given to open standards
Antonella Fresa
Warsaw, 30 January 2006
The benefits of deploying standards
Interoperability
Accessibility
Preservation
Security
To:
• users – the citizens,
the learners, the
children
• Information
providers and
managers
• Funding agencies
• Creators
Antonella Fresa
Warsaw, 30 January 2006
Levels of adoption
Must – absolute technical Requirements
Should - Guidance
May – the topic deserves attention
Vocabulary used in the Internet Engineering Task
Force documentation (www.ietf.org)
Antonella Fresa
Warsaw, 30 January 2006
The life-cycle approach
1.
2.
3.
4.
5.
6.
7.
8.
9.
Preparation for digitisation
Handling of originals
The digitisation process
Storage and preservation of the digital
material
Metadata capture
Publication
Disclosure
Reuse and repurposing
Intellectual property and copyright
Antonella Fresa
Warsaw, 30 January 2006
The MINERVA Technical Guidelines
provide a core set of guidelines,
useful in many different contexts.
The implementers of digitisation
programmes and projects will need to
adapt these guidelines to the specific
contexts in which they are operating
Antonella Fresa
Warsaw, 30 January 2006
The 10 Pinciples for good quality
cultural websites
Celebrating European cultural diversity by
providing access to digital cultural content
for all
The 10 Principles are aimed at cultural
websites – those developed by museums,
libraries, archives and other cultural
institutions.
Antonella Fresa
Warsaw, 30 January 2006
A good quality cultural website must:
be transparent, clearly stating the identity and purpose of
the website, as well as the organisation responsible for
its management
select, digitise, author, present and validate content to
create an effective website for users
Implement quality of service policy guidelines to ensure
that the website is maintained and updated at an
appropriate level
1/3
Antonella Fresa
Warsaw, 30 January 2006
A good quality cultural website must:
be accessible to all users, irrespective of the technology
they use or their disabilities, including navigation,
content, and interactive elements
be user-centred, taking into account the needs of users,
ensuring relevance and ease of use through responding
to evaluation and feedback
be responsive, enabling users to contact the site and
receive and appropriate reply. Where appropriate,
encourage questions, information sharing and
discussions with and between users
Antonella Fresa
2/3
Warsaw, 30 January 2006
A good quality cultural website must:
be aware of the importance of multilinguality by providing
a minimum level of access in more than one language
be committed to being interoperable within cultural
networks to enable users to easily locate the content and
services that meet their needs
be managed to respect legal issues such as IPR and
privacy and clearly state the terms and conditions on
which the website and its contents may be used
Adopt strategies and standards to ensure that the website
and its contents can be preserved for the long-term 3/3
Antonella Fresa
Warsaw, 30 January 2006
the Quality Handbook
It provides commentary an exploration of each
of the 10 Quality Principles through:
• interpretation, background information and
motivation for the principle
• a set of criteria which can be used to assess
compliance of the website with the principles
• a checklist based on the criteria
• a set of practical and pragmatic tests and
questions
• the “priority matrix”
Antonella Fresa
Warsaw, 30 January 2006
The life-cycle of digitisation projects
•
•
•
•
•
•
•
•
•
Website Planning
Website Design
Content Selection
Digitisation Process
Storage and Preservation of the Digital
Master Material
Metadata Capture
Website Implementation
Online Publication
Ongoing Maintenance
Antonella Fresa
Warsaw, 30 January 2006
Relationships between the
various stages of a website life
cycle and the 10 Principles
For each principle-stage pair, a priority is
provided:
• 1 – Low priority
• 2 – Mid priority
• 3 – High priority
Antonella Fresa
Warsaw, 30 January 2006
The matrix
Plan
Design
Content
Select
Digitise
Store
&
Pres.
Maste
rs
MetaData
Capture
Implem.
Online
Publish
Ongoing
Maintain
Transparent
2
3
1
1
1
1
3
3
2
Effective
2
3
3
1
1
2
3
3
2
Maintained
2
1
2
2
1
1
1
3
3
Accessible
3
3
1
2
1
1
3
1
1
User-centred
2
3
1
1
1
1
3
1
2
Responsive
2
2
3
1
1
1
2
3
3
Multi-lingual
3
3
2
2
1
1
3
2
1
Interoperabl
e
3
3
1
3
2
3
3
2
2
Managed
1
1
3
1
2
1
1
1
1
Preserved
1
1
2
3
3
3
1
1
2
Antonella Fresa
Warsaw, 30 January 2006
Key messages
 Quality must be planned into a website from
the start
 The user is critical – involve him at every
stage
 Relationships with other online resources
(interoperability) and with future resources
(long term preservation) must be given due
attention
Antonella Fresa
Warsaw, 30 January 2006
the Good Practices Handbook
 Provides useful information to the
establishment, execution and management
of digitisation projects.
 It is a reasoned organisation of lessons
learnt by the analysis of the data collected
across Europe since May 2002.
 The Handbook is enriched with on-line
complementary information, and in particular
a selection of existing guidelines on
digitisation.
Antonella Fresa
Warsaw, 30 January 2006
The structure of the Handbook
Introduction and background
10 sets of practical lessons learnt and information
gathered by the Minerva project best practice
team. A collections of practical ‘rules of thumb’,
to be considered by organisations who are
establishing, executing or managing digitisation
projects in the cultural sphere.
Complementary on-line information (addresses of
existing guidelines and references to examples
of good practices in the various sectors)
Antonella Fresa
Warsaw, 30 January 2006
Practical Guidelines
The material is broken down in accordance with
the stages in the digitisation life-cycle.
Each guideline description is structured as:
- Title,
- Issue definition, which sets the scene and
introduces the problem(s) addressed,
- Pragmatic suggestions,
- Notes or commentary.
Antonella Fresa
Warsaw, 30 January 2006
Areas of Practical Guidelines / stages
Digitisation project planning
in the life-cycle
Selecting source material for digitisation
Preparation for digitisation
Handling of originals
The digitisation process
Preservation of the digital master material
Meta-data
Publication
IPR and copyrigth
Managing Digital Projects
Antonella Fresa
Warsaw, 30 January 2006
Managing digitisation projects:
some pragmatic suggestions
 Digitisation process management
 Team development
 Staff training
 Working with third parties for technical
assistance
 Working with third parties in cooperative
projects and content sharing
 Costs
Antonella Fresa
Warsaw, 30 January 2006
Digitisation Process Management
 To establish a work-flow that maximises the through-put
of the digitisation team
 Project knowledge base (database, spreadsheet or even a
collection of documents), to ensure the recording of
actions which are carried out
 Name, identifier, status of the item, procedural choices
and other relevant information for each item to be
digitised should be entered in the knowledge base
 Documenting parameters for hardware setup
 Location, phone numbers and backup staff of key service
personnel
Antonella Fresa
Warsaw, 30 January 2006
Team development
 If possible, include at least one person with appropriate
information technology skill in the team
 Assess the state of knowledge of the personnel, identify
training needs and fill these before the project starts
 IT skills are not the only ones which may be needed;
specialist skills may be needed, e.g.: handling of delicate
documents and artifacts, etc.
 Better to have a small core of skilled personnel than a
larger population of occasional participants
Antonella Fresa
Warsaw, 30 January 2006
Staff training
 Do not assume that no staff training is required, not that
archives, library or museum staff automatically has all the
relevant expertise
 Identify training requirements at the start of the project:
certain training may be ‘learn on the job’, other requires
training in advance
 Technology training may be well delivered from another
project in the same institution; check first internal
availability
 A lack of staff training can jeopardise the whole project
results; the same may result if the staff is removed from
the project and new personnel start to work
Antonella Fresa
Warsaw, 30 January 2006
Working with third parties for technical
assistance
 Services which are most commonly provided include:
actual digitisation itself, project management, software
development and integration, etc.
 The relation should be governed by clear, strict contracts,
including documented specification of the
products/services to be provided
 Review of the work on regular basis
 It should be born in mind that expertise and experience
gained by third parties will be mostly lost by the cultural
institution at the end of the project (include long-term
members of staff into the project)
Antonella Fresa
Warsaw, 30 January 2006
Working with third parties in
cooperative projects and content sharing
 Ensure that all partners are aware of and have endorsed
their roles and responsibilities
 Establish common mode of communication across
partners
 Subcontractors should be governed by strict commercial
contracts (deliverables, deadlines, etc.)
 IPR documented and agreed among partners
Antonella Fresa
Warsaw, 30 January 2006
Costs
 Take into account start-up and infrastructural costs as well as costs for
running the project. The following costs should be considered:
 Staff development (salaries, but also travel costs and training)
 Facilities needed (low costs V/S high standard for image capture)
 Operational costs
 Costs for storage and for delivery systems
 Image capture is often the least costly part of a digitisation project, on average:
1/3 of total costs are connected with digital convention
1/3 (or slightly less) to meta-data creation
1/3 (or even bit more) to administrative and quality assurance
LAST BUT NOT LEAST:
Regardless of the quality of the digital resources created by your
digitisation project, they will not last long if the project cannot find funds
for their maintenance
PLANNING FOR SUSTAINABILITY IS A PRIORITY!
Antonella Fresa
Warsaw, 30 January 2006
Thank you for your attention!
Antonella Fresa
fresa@promoter.it
www.minervaeurope.org
Antonella Fresa
Warsaw, 30 January 2006